Administrative Officer

Summary The position functions as the Administrative Officer for the Primary Care Line of Services. The employee is responsible for performing administrative functions that include budget, finance, space planning, property management, supply, monitoring of training and education requirements, coordinating travel efforts, and general administration management. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES Administrative Management of an Organization Performs and monitors established administrative management requirements for the Primary Care Line of Service, which includes five (5) Community Based Outpatient Clinics (CB005) in both Delaware and Southern New Jersey.-Applies administrative policies and maintains various systems.-Drafts correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues. Provides advice and guidance to managers and employees on questions and situations related to the administrative services provided-Determines pertinent issues and collects relevant information from a variety of sources. Reviews information and applies standard analytical techniques.-Manages clinic schedules by coordinating provider leave requests with Advanced Medical Support Assistants (AMSAs) to ensure appropriate actions are taken to maintain continuity of coordinated Veteran care.-Performs scheduling audits to ensure scheduling practices are in compliance with applicable VHA regulations, directives, and policies.-Monitors, collects, and reports on a regular monthly basis to the Primary Care Line of Services Associate Chief of Staff (ACOS), the Pay for Performance (P4P) data of the Care Line providers. In addition, the incumbent prepares and oversees the bi-monthly reports that should be distributed to all the Care Line providers on an individual basis.-Assists in the monitoring of training and education requirements for Primary Care Line of Services staff to ensure all mandatory staff education is completed and reports to Care Line leaders on the status of compliance with the requirements.-Coordinates and tracks travel requests for Primary Care Line of Services staff to ensure all travel policies, rules, and guidelines are being adhered to from initial request to final submission of required documentation.-Coordinates and tracks Purchase Card requests for Primary Community Care Line of Services staff to ensure all travel policies, rules, and guidelines are being adhered to from initial request to final submission of required documentation. Space Planning, Property Management, and Supply Administration Coordinates the administrative aspects of office moves, office construction, and other facility improvements including furniture, equipment, telephones, and short-term storage. Works with other services to arrange and coordinate such activities.-Prepares necessary documents for the accession and de-accession of property-Conducts periodic surveys of equipment and property use, recommending action to ensure economical and efficient use of equipment and other property-Sets up and maintains systems to control purchasing and the use of supplies. Serves as the purchase card holder for the Care Line. Budget, Fiscal and Administrative Program Planning Work Identifies and performs routine liaison tasks to support the organizational planning process. Assists in analyzing program, budgetary, and fiscal data-Monitors expenditures and forecasts changes that require reprogramming of funds for assigned areas of responsibility. Reviews work completion reports to ensure accuracy and compliance with organizational standards. Prepares and assemble charts, data, reports, and narrative and statistical materials provided for on-going organizational planning. Quality/Productivity Program Administration Work Assists in providing guidance on routine aspects of tasks to support the administration of established quality and productivity programs for the organization. Participates in developing short- and long-range goals and in providing guidance for the organization's quality assurance plan-Generates required reports and meeting minutes for key managers and organizations- Performs other duties as assigned Work Schedule: 7:00am-3:30pm, 7:30-4:00pm, or 8:00am-4:30pm Monday-Friday Telework: Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD068800 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/25/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-09 position you must have served 52 weeks at the GS-07. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; performance, training and so forth; preparing correspondence, reports and presentation; retaining procurement records and reconciliations. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Master's degree or equivalent graduate degree, or Two full years of progressively higher level graduate education leading to such a degree, or LL.B. or J.D., if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at